Description
Reports to the Superintendent of Equitable Education
Summary:
Provides administrative, clerical, and logistical support to the Superintendent of Education to ensure the efficient, timely, and responsive operations of the department. May carry out/coordinate special assignments and tasks as directed and provide guidance and direction to departmental staff regarding administrative functions, office procedures, and corporate policies.
Duties and Responsibilities:
PROVIDE SUPPORT TO SUPERINTENDENT: Assist in the daily operations, planning, implementing, directing, and maintenance of the department. Provide a wide range of administrative and logistical support to coordinate, schedule, and organize the Superintendent’s itinerary and calendar, filing system, internal meetings, conference calls, workshops, events, and special projects. Respond to calls, requests, or inquiries from various stakeholders, including trustees, administrators, staff members, teachers, and parents, and ensure that requests for action and appropriate information are delegated, acted on, and replied to in a timely manner.
LIAISE WITH INTERNAL AND EXTERNAL STAKEHOLDERS: Establish and maintain effective and harmonious working relationships with DDSB employees, external partners, and the public. Interact with Family of School Superintendents, Senior Administrative Team members, the Ministry of Education, administrators, external partners, the public, and other district departments and their respective staff on issues, concerns, and projects related to the work. Collaborate to resolve issues and concerns for the best outcome. Coordinate responses, prepare correspondence and communicate with others to ensure accurate and timely communication of information.
CONTRIBUTE TO BUDGET MANAGEMENT: Assist and/or prepare the department's administrative operating budget, including budgets for the Area/Ministry/Portfolio/NTIP and SSA. Ensure that timely advice, information, and reports are available to support discussion and decision-making. Process daily accounting activities and reconcile expenditures ensuring accuracy. Manage the inventory of assets and supplies (resource, office supplies, and equipment), sourcing for supplies and the submission of invoices.
MANAGE INFORMATION AND DOCUMENTS: Research, produce, monitor, track, update, and maintain information, data, records, lists, files, newsletters, documentation for meetings, department communications, website, and a record management system and provide follow-up and updating as required. Prepare and/or assist in the preparation of documents, presentations, and reports, and distribute them to the appropriate parties in accordance with established standards.
PROVIDE ADMINISTRATIVE SERVICES TO REGIONAL PORTFOLIOS: Determine, review, assess, and provide administrative support relating to adequate resources and services, and new and/or ongoing projects. Collaborate with Ad Hoc Committees to update Policy/Procedure/Regulations and Resource Materials. Provide event planning for Professional Development Training, Symposiums, and Conferences for internal and external partners.
GUIDE CLERICAL SUPPORT STAFF: Provide guidance and expertise to support the work of clerical staff, including delegation of work assignments, direction on project priorities, and timelines, motivating and supporting educational opportunities for growth and development.
Skills and Knowledge:
Understanding of and commitment to anti-oppression and upholding DDSB’s commitments to Indigenous rights and human rights.
Knowledge of the school board policies, procedures, by-laws, good governance standards and practices, as well as knowledge of the Education Act and Regulations would be an asset.
Qualifications:
Completion of a college diploma in a related discipline (Business or Office Administration) or a combination of education, training, and experience deemed to be equivalent.
Minimum three (3) - five (5) years of office administration experience required.
Understanding of basic accounting practices to support budget management.
Ability to use standard office equipment such as personal computers/laptops, photocopiers, scanners, etc., and office automation software such as word processing applications, presentation software, spreadsheet or database packages within Google and Office 360 platforms, email systems, internet browsers, etc.
Knowledge of relevant legislation, policies, and procedures relevant to the collection, recording, storage, security, distribution, and disclosure of information.
Planning and organizing skills to organize, prioritize and, where applicable, delegate work activities.
Supervisory skills including a demonstrated ability to effectively motivate and supervise staff.
Exceptional written and oral skills to document and communicate contentious issues.
Ability to collect, record, and maintain accurate, detailed, relevant, and logical notes, files, and information.
Conflict Management and Resolution Skills.
This is a 35 hour per week, 12 month, permanent position.
The DDSB is committed to equity and inclusion in the recruitment and hiring of qualified staff who reflect the diversity of our region. We encourage submissions from candidates who represent the various dimensions of diversity. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.
